Human Resources Committee

Topics of focus

• Write HR Policy and Procedures
• Hiring of Executive Director and other staff in conjunction with Executive Director
• Staff orientation
• Staff development
• Staff engagement
• Performance review and goal setting
• Vacation
• Grievance resolution
• Maintaining an active record of performance and performance management
• Succession planning and separation
• Medical benefits, Workers Compensation Claims
• Staff Liaison Position

Terms of Reference

General Purpose

To create a standing relationship with EBC staff and ensure the board’s role as an employer is thoughtful, efficient, transparent and constructive.

Level of Authority

• Is the committee's work public-facing? No
• What authority does the committee have to make decisions involving cash? Limits, thresholds? None
• What powers regarding privacy, security? The HR committee will create and maintain confidential staff files. They will be made available to members of the Executive Committee. Contents of HR files will be shared with the other members of the board with explicit reason only (Ex., hiring, firing, contract review).
• Access to member information? No
• Can the committee enter into contracts (verbal included) on behalf of EBC? Yes
  • What kind? HR Committee is responsible for hiring the ED and plays a partnering role in hiring additional staff with the ED.
  • Board approval required? Yes.

Reporting Relationship

• Who will submit reports? Minute-taker at committee meetings. This role rotates.
• How often will reports be made? Reports will be written when an HR decision is pending or a proposal is made.
• When will they be submitted? They will be submitted to the board 48 hour prior to a board meeting.

Composition and Appointments

• How will the chair be nominated? Rotating chair.
• Who should be ex officio members? President.
• How will members be selected? Members will volunteer and must be board members.
• Can the chair appoint members? No.
• How many members should there be? A minimum of 2 and maximum of 4 members.

Meetings

• How frequently will the committee meet, at minimum? Internal committee meetings will take place once a month. HR Committee will meet with the ED once a month.
• What meeting process will be used? (eg. Robert's Rules, Rusty's Rules) Consensus.
• What decision making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc) Consensus.
• Current members (January 2017): Nancy M, Adrian P, Jasmine F, Jeremy S, Jonathan W (ex-officio)

Resources

Financial

• How much money, and over what time period, will the committee need to complete its goals? None

People

• How many volunteers will be needed? Minimum of 2 and maximum of 4 board members.
• How many hours of volunteer time? Minimum 4 hours of volunteer time per month.
• What kind of paid staff time is needed? 1-2 hour per month for meeting with the ED as required.
• Are paid staff required for meetings? One 1-2 hour meeting with the ED as required.

Specific Annual Objectives 2017

• Creation of OHS Program -ongoing into 2018
• Reorganization of Staff roles and responsibilities-ongoing- Administrative Committee leading this initiative
• Creation of a board development plan (recruitment, orientation/training, evaluation)-completed
• Examination of volunteer retention/engagement/appreciation strategies-Work to start in 2018

Review and Evaluation Process

• Evaluation survey by self, board, staff was completed in 2017. Ongoing yearly evaluations will be completed hereafter.

Approval Date and Review Date

Date Approved, Revisioned and Active Approved: November 13, 2013 Revised: {February 9, 2015} Revised: {February 27, 2017}

Date Expired Enter Date Information